Membership Process Schedule

Model 10-Week Membership Process Alt. Schedule

Jump to Week: 1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 | 10

Week 1

Order any needed candidate materials.
Request a list of scholastically eligible students from the appropriate person or department.
Request a list of parent's names and addresses for dean's letter to parents.
Compose the letter from dean to parents or family members with the dean's approval. (current sample dean's letter)
Choose dates for chapter activities and reserve rooms for these functions.

Week 2

Receive list of scholastically eligible students.
Submit Report of Eligibility through the online system.

The ENTIRE top 1/5 of seniors and top 1/8 of juniors MUST be listed, including members!
Indicate whether students are members or were previously elected - NOT both.

Mail the Report of Eligibility for graduate students, alumni, and eminent engineers.

The Report of Eligibility of these candidates CANNOT be submitted through the online system.

Receive eligibility acknowledgment email from Headquarters (HQ).

Make sure eligibility acknowledgment has been received before holding the election of candidates.

Mail the letter from the dean and information brochures to parents or family members of candidates.

Week 3

Invite members (including District Directors, advisors, dean, and alumni) to attend initiation.

Weeks 4

Begin candidate character evaluations.

Week 5

Hold an election of candidates meeting.
Submit a Report of Election and e-cards online.

Indicate whether each student was elected or rejected.
If elected – whether each student accepted or refused.
Use the proper code for rejections or refusals!

Mail catalog cards to HQ.

Keys and certificates are ordered ONLY after catalog cards are received!
Allow three weeks for delivery of keys and certificates.

Send electee invitation letter and materials to electees.

Week 6

Hold first meeting of electees (distribute electee materials, if not already distributed).

Follow up with students who do not respond to election invitation!

Begin electee participation in projects.
Receive initiation approval email from HQ!

This is a constitutional requirement, and failure to receive approval can result in probation!

Week 7

CALL HQ if approval has not arrived

DO NOT wait until the last minute as approval MUST be received from HQ before initiation.
DO NOT initiate anyone without approval!

Choose and notify the initiation team.
Check Ritual and initiation equipment and supplies.

Verify supply of ribbon for keys, order if necessary.
Check that equipment is in safe working order.
Call HQ for help with repairs or replacement.

Continue electee participation in projects.

Week 8

Remind members (including District Directors, advisors, dean, and alumni) to attend initiation.
Hold initiation rehearsal.
Continue electee participation in projects.

Week 9

Receive keys and certificates.

This is a result of planning ahead and makes the ceremony more meaningful.

Sign certificates.
Hold a formal initiation ceremony.

This is what all the hard work is for, '... to mark in a fitting manner.'

Week 10

Advertise the names of initiates in the school newspaper or by posting an announcement.
Submit the Report of Final Action online.

Indicate whether students were initiated, not initiated, or postponed.
Initiates are NOT officially members until HQ receives this report and copy of roll book signatures!

Mail a copy of roll book signatures and payment of initiation fees.
Inform HQ of Advisory Board action regarding postponements.
Replenish supplies for the next term.
GOOD JOB!